Workspace website Terms & Conditions

1     Introduction

1.1         

Workspace Group PLC (Workspace, We or Us) owns and/or controls the website at www.workspace.co.uk and related Workspace domains and mobile applications (together, the Site). You are a visitor to or a registered user of the Site.

1.2         

By accessing the Site you confirm that you accept these terms and that you agree to comply with them. If you do not agree to these terms, please refrain from using the Site.

2     Other applicable Terms

2.1       

The following terms also apply to your use of the Site:

(a)        Our Privacy Policy sets out the terms on which we process any personal data we collect from you or that you provide to us. By using the Site, you consent to such processing and you warrant that all data provided by you is accurate.

(b)        Our Cookie Policy sets out information about the cookies on the Site.

(c)        By using the Site you confirm you accept the terms of these policies.

2.2      

The following terms will also apply to the provision of our services (where relevant):

(a)        Where your purchase Meeting Room services, the Meeting Room terms and conditions

3     Intellectual property rights

3.1     

All copyright, trade marks, design rights, patents and other intellectual property rights in and on the Site are owned by Workspace or its licensors.

3.2         

Reproduction of part or all of the contents of the Site in any form is prohibited other than for personal use or internal business use only and may not be reproduced or shared with a third party. All copyright notices in the original material must be retained. The Site may not be modified, disassembled, decompiled or reverse engineered in any way for any commercial purpose.

3.3         

Reproduction for personal and internal business use does not permit incorporation of material or any part of it in any other website, electronic retrieval system, publication or any other work (whether hard copy, electronic or otherwise).

3.4         

If you print off, copy or download any part of the Site in breach of these terms, your right to use the Site will cease immediately and you must, at our option, return or destroy any copies of the materials you have made.

4     Disclaimers and limitation of liability

4.1       

Workspace accepts no liability in respect of:

(a)        any of the content of the Site (including any as to the quality, accuracy, completeness or fitness for purpose of any such content and any guidance or other content and information in connection with new business space, property or land). This information on the Site does not constitute advice or recommendation;

(b)        any content submitted or uploaded by users of the Site; or

(c)        any content of any other website referred to or accessed by hypertext links or otherwise through this website (Third Party Site).

4.2         

Nothing in these terms excludes or limits our liability for our fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by English law.

4.3         

Workspace shall not be liable for any damages, losses, expenses, costs or liabilities (whether direct, indirect or consequential) resulting from the use of, access to, or reliance upon the information contained in or available through the Site.

4.4         

Workspace shall not be liable for any loss or damage caused by a virus, distributed denial-of-service attack, or other technologically harmful material that may infect your computer equipment, computer programs, data or other proprietary material due to your use of the Site or to your downloading of any content on it, or on any website linked to it.

4.5         

Workspace does not warrant that functions, materials and information available on the Site (and/or linked to the Site) will be uninterrupted or error free or that defects will be corrected. Workspace may suspend, withdraw, discontinue or change all or any part of the Site without notice. Workspace will not be liable if for any reason the Site is unavailable at any time or for any period.

4.6         

You are responsible for implementing sufficient procedures and virus checks (including anti-virus and other security checks) to satisfy particular requirements for the accuracy and security of the data input and output. You are responsible for making all arrangements for you to have access to the Site and any charges associated with such access.

5     Lawful purposes

You may use our Site only for lawful purposes. You may not use our Site:

(a)        In any way that breaches these terms, any applicable local, national or international law or regulation.

(b)        To send, knowingly receive, upload, download, use or re-use any material which does not comply with these terms.

(c)        To transmit, or procure the sending of, any unsolicited or unauthorised advertising or promotional material or any other form of similar solicitation (spam).

(d)        To impersonate another person or create a false or misleading identity for the purpose of misleading others as to your identity, or to collect information about other users;

(e)        In any way that interferes with another user’s use and enjoyment of the Site or in any other manner that could damage, disable, overburden or impair the Site.

6     Uploading content and contacting other users

6.1         

The standards set out in this clause 6.1 apply to your use of a feature that allows you to upload content to our Site and/or where you communicate with another user, such as by using Workspace Social:
(a) you content and communications must:
(i) Be accurate (where they state facts);
(ii) Be genuinely held (where they state opinions);
(iii) Comply with applicable local, national or international law or regulation.

(b) your content and communications must not:
(i) Contain any material which is defamatory of any person;
(ii) Contain any material which is obscene, offensive, hateful or inflammatory;
(iii) Promote sexually explicit material;
(iv) Promote violence;
(v) Promote discrimination based on race, sex, religion, nationality, disability, sexual orientation or age;
(vi) Infringe any copyright, database right or trade mark of any other person;
(vii) Be likely to deceive any person;
(viii) Be made in breach of any legal duty owed to a third party, such as a contractual duty or a duty of confidence;
(ix) Promote any illegal activity;
(x) Be threatening, abuse or invade another’s privacy, or cause annoyance, inconvenience or needless anxiety;
(xi) Be likely to harass, upset, embarrass, alarm or annoy any other person;
(xii) Be used to impersonate any person, or to misrepresent your identity or affiliation with any person;
(xiii) Give the impression that they emanate from us, if this is not the case;
(xiv) Advocate, promote or assist any unlawful act such as (by way of example only) copyright infringement or computer misuse.

(c) in addition to (a) and (b) above, where you communicate with other users, you must not:
(i) lie to or mislead other users;
(ii) distribute unsolicited or unauthorised advertising or promotional material, or any junk mail, spam, or chain letters;
(iii) contact other users for non-business related purposes;
(iv) use personal information about other users, including but not limited to their names, email addresses, and postal addresses, except with their express consent.

(together, the Standards)

6.2         

You warrant that your use of a feature that allows you to upload content to our Site and/or communicate with other user complies with the Standards, and you will be liable to us and indemnify us for any breach of that warranty.

6.3         

Any content you upload to our Site will be considered non-confidential and non-proprietary. You retain all of your ownership rights in your content, but you grant us a perpetual, worldwide, non-exclusive, royalty-free, transferable licence to use, store and copy that content and to distribute and make it available to third parties.

6.4         

We also have the right to disclose your identity to any third party who is claiming that any content posted or uploaded by you to our Site constitutes a violation of their intellectual property rights, or of their right to privacy.

6.5         

We will not be responsible, or liable to any third party, for the content or accuracy of any content posted by you or any other user of our Site.

6.6         

We have the right to remove any posting you make on our Site if, in our opinion, your post does not comply with the Standards.

6.7         

We are not directly involved in the discussions or transactions between users, and do not provide any assurances that any user will fulfil their obligations to other users. The actions of other users are their own, and we do not support, endorse or join them.

6.8         

The views expressed by other users on our Site do not represent our views or values.

6.9         

You are solely responsible for securing and backing up your content.

7   Links and other content

7.1         

You may link to our Site, provided you do so in a way that is fair and legal and does not damage our reputation or take advantage of it. You must not establish a link in such a way as to suggest any form of association, approval or endorsement on our part where none exists.

7.2         

Links to the Site does not imply that any linked site is authorised to use any of our trade marks, trade names, brands, logos or copyright symbols or those of any of our affiliates or licensors. You must ensure that any links to Site which you create are from websites which comply with the Content Standards set out in Section 5.

7.3         

You must not frame any portion or pages of the Site on any other site.

7.4         

We reserve the right to withdraw linking permission without notice.

8   Registration

8.1         

You must be 18 or over to register for the Site.

8.2         

You will be required to provide information about yourself when you register. You warrant that this information is true, accurate and complete.

8.3         

At our discretion we may refuse to register you.

8.4         

As part of the registration process, you will be asked to select a username and password which you must keep confidential.

9   Suspension and termination

9.1         

Where we have determined, in our discretion, that there has been a breach of these terms, we may take such action as we deem appropriate including:
(a) Disabling your username and password;
(b) Removing, suspending or disabling your access to the Site or any content on the Site;
(c) Issuing a warning to you;
(d)        Using any technological, legal, operational or other means available to enforce these terms.

9.2         

We exclude liability for actions taken in response to breaches of these terms. The responses described in clause 8.1 above are not limited, and we may take any other action we reasonably deem appropriate.

9.3         

You can terminate your account at any time by following the process set out here. This will, where applicable, remove your profile and other personal information from view and prohibit you from accessing the Site as a registered user. Once your registration is terminated, we will have the right to delete your account.

9.4         

All sections which, by their nature must survive, will survive any termination of your use of the Site.

10   General

10.1         

These terms are subject to change from time to time without notice so should be checked regularly. Continued use of the Site will be deemed acceptance of the updated or amended terms.

10.2         

If there is an inconsistency between any of the provisions of these terms and conditions and the provisions of any other terms and conditions you may be bound by, the provisions of these terms and conditions will prevail.

10.3         

These terms shall be governed by and interpreted in accordance with the laws of England and Wales which shall have exclusive jurisdiction over any disputes.

11    About us

11.1         

The Site and and the Workspace mobile applications are owned and operated by Workspace Group PLC or its subsidiaries.

11.2         

We are registered in England and Wales under company number 2041612.

11.3         

Our registered office is at Kennington Park Business Centre, 1-3 Brixton Road, London, SW9 6DE.

11.4         

Our VAT number is 653 3614 43

 

Meeting Rooms Terms & Conditions

General

1. These Terms and Conditions apply to customers booking meeting rooms at Workspace premises operated by Workspace Management Limited (‘WML’) which is part of the Workspace Group of companies (‘Workspace Group’).  Meeting room services refer to a range of services or any one or some combination of services offered by WML  to customers booking meeting rooms as set out in the description of the particular meeting room on the website.

2. In these terms and conditions ‘we’, ‘are’ or ‘us’ refers to WML and ‘you’ refers to customers(s).

Booking

3. In order to book a meeting room you must register on our website or mobile application. All bookings are subject to availability and to payment in advance of the booking fee. Completion of registration on our website or mobile application and payment of the booking fee constitutes an offer to us to secure a meeting room and any equipment. We will send formal confirmation of your booking to you by email and only then will any contract between us be formed. Such contract will only apply to those services which we have confirmed in our confirmation email. The booking is confirmed [by email] once payment in full is received. Access will be denied if you have not paid in advance. All payments are to be made by debit or credit card. We do not accept payments in cash or by cheque.

Extending your booking

4. If your meeting is likely to overrun the time booked you can amend your booking online subject to availability.  Bookings cannot be extended beyond our normal opening hours of 9.00am to 6.00pm on working days (last booking at 5pm). 

Agents

5. Agents booking a meeting for a customer must disclose the identity of the customer and confirm that they are duly authorised by the customer to make the booking in the absence of which we will not be obliged to honour the booking. 

6. Agents booking on their own account must disclose the identity of the customer, firm or company that the booking corresponds to.

7. In either case, agents will remain liable for the total booking fee in the event that the client declines to pay.

Cancellations

8. If you cancel or fail to use the booking you will remain liable for the total booking fee.  No refunds will be given for cancellation or failure to use the booking. However with 24 hours notice before the start of the meeting we can amend the dates if you need to rearrange so long as the booking duration remains the same and is not split up into multiple bookings.

Equipment

9. The hiring of a meeting room includes the hiring of all tables and chairs and equipment within the room as detailed in the room specification on the website.

10. If you plan to use your own computer/laptop during the room hire it must be PAT tested to conform with other legal requirements.

11. Any additional technical equipment you may wish to bring to the meeting room must be agreed with us prior to the event and all such equipment must demonstrate it has been PAT tested.

12. You are liable for any damage to or loss of our furniture, the meeting room or equipment (whether yours or ours).  In the event of any damage or loss to our furniture, the meeting room or our equipment we will send you an invoice for the cost of repair and/or replacement which must be paid within seven days.

13. You must not disconnect, change or tamper with any cabling or connections in the meeting room.  In the event of any technical issues our staff will endeavour to rectify the same for you.

14. You must not move furniture from the meeting room to any other part of our premises without our consent.

15. We do not hold adaptors or chargers and so please bring your own should they be required.

16. Standard local and national calls can be made using the handsets provided, all other call types are not unavailable. 

Internet

17. You are entitled to the use of free internet access subject to you complying at all times with the relevant provisions of the Digital Economy Act 2010 when using the free internet connection.

18. WML provides internet access through its third-party service provider.  Additionally, WML’s third-party service provider also supplies Dot11 WiFi and service desk support.  To provide these services, WML needs to share information including your personal data such as name, email address and contact numbers with the third-party service provider.  You acknowledge and consent to WML sharing your personal data with the Workspace third-party service provider of internet access and service desk support solely for the provision of these services to you. 

19. In the event that WML experiences any issues with the provision of internet service (whether temporary suspension or otherwise) WML will not accept any liability or be held responsible for any loss or damage whatsoever which may be occasioned to a customer as a result of the occurance of such issues.  This limitation and exclusion of liability and responsibility shall apply however such loss or damage may arise whether directly or indirectly and you waive any right to make any claim whatsoever against WML or any of the Workspace Group companies arising out of or in connection with any such loss or damage. 

Technical Support

20. These terms and conditions (“Agreement”) are the legal terms and conditions on which Provider (“Provider”) provides IT services as defined further below (the “Services”) to you (the “Client”). This Agreement governs your use of the Services and will apply to any provision of any Services by Provider to you.

Interpretation

‘Services’

21. Unlimited dedicated telephone and remote work support for customers relating to access and connectivity requirements.

22. Client acknowledges and agrees:

  • that the Client shall pay no fee in respect of the Services provided by Provider; and
  • that the essential purpose of this Agreement is to limit the liability of Provider in respect of the provision of Services, and that the charging of fees would be required if Provider were to assume any further liability other than as set forth herein.

23. Nothing in this Agreement shall limit or exclude Provider’s liability for:

  • death or personal injury caused by its negligence, or the negligence of its employees, agents or subcontractors (as applicable);
  • fraud or fraudulent misrepresentation;
  • breach of the terms implied by section 12 of the Sale of Goods Act 1979;
  • defective products under the Consumer Protection Act 1987; or
  • any matter in respect of which it would be unlawful for Provider to exclude or restrict liability.

24. Subject to Clause 22:

  • Provider shall under no circumstances whatsoever be liable to the Client, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, for any loss of profit or revenue, loss or inaccuracy of data, equipment downtime, business interruption or any indirect, incidental, punitive, exemplary, special or consequential loss or damages however arising under or in connection with this Agreement or the Services; and
  • Provider’s total liability to the Client in respect of all other losses arising under or in connection with this Agreement and the Services, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall in no circumstances exceed £1.

THE SERVICES ARE BEING PROVIDED “AS IS”, WITHOUT ANY WARRANTY OF ANY KIND. WITHOUT LIMITING THE FOREGOING, PROVIDER EXPRESSLY DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED OR STATUTORY, AND INCLUDING THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, QUALITY, ACCURACY AND NON INFRINGEMENT OF THIRD PARTY RIGHTS TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW.

Restrictions on use

25. You are responsible for ensuring your own behaviour and that of others attending your meeting is at all times appropriate and in accordance with our principles and values.  We reserve the right to cancel any bookings for meetings that we in our sole discretion deem inappropriate.

26. You must declare when booking the room the purpose of the room hire and the meeting room and equipment must be used for that purpose only. 

27. You must not use the rooms or equipment in any way which results in annoyance or disturbance to us or any of our employees or visitors or which may bring our name into disrepute. 

Our liability

28. Any equipment or IT services provided by us are subject to the terms and conditions set out under the technical support provisions of the general terms and conditions.

29. Persons attending our premises to use meeting rooms and/or equipment must keep their personal belongings with them at all times and we accept no liability for damage to or loss of personal belongings.  We do not accept any liability for any loss (including without limitation theft) of any property from our premises save for any damage caused by our negligence in which circumstances our liability shall be limited to the amount of our insurance for such losses.

30. We will not be liable to you or any third party for any business loss (including loss of revenue, profits, contracts, anticipated savings, wasted expenditure, data or good will) or any other loss or damage which does not result directly from our actions or omissions or the actions or omissions of our employees, contractors or agents is consequential or is not reasonably foreseeable to both you and us when the contract between us was formed.

31. Nothing in these terms and conditions excludes our liability to you for personal injury or death caused by our negligence.

Leaving the meeting room as found

32. You must leave the meeting room clean, tidy and arranged as you found it.  Any failure to comply will result in us issuing an invoice to you for cleaning charges. 

Force majeure

33. Neither of us shall be liable or responsible to the other for any failure to perform or delay the performance of any obligations under these terms and conditions that is as a result of force majeure.  Force Majeure shall mean a cause or event that is not reasonably foreseeable or otherwise caused by or under the control of the party claiming force majeure including acts of God, fires, floods, explosions, riots, wars, hurricane, sabotage, terrorism, vandalism, accident, restraint of government, governmental acts, injunctions, labour strikes and other similar events that are beyond our reasonable anticipation and control despite such parties’ reasonable efforts to prevent, avoid, delay or mitigate the effect of such acts, events or occurrences and which events or the effects thereof are not attributable to a party’s failure to perform its obligations under this agreement. 

Risk assessment

34. Section 3 of the Management of Health and Safety at Work Regulations 1999 states that every employer will assess the risks to health and safety of those who are in their care and whether that number is five the assessment should be recorded.  You will accordingly be required to carry out a risk assessment for your booking.

35. You must make yourself aware of our risk assessment and fire safety procedures and how your activity impacts on it and how our risk assessment impacts upon your activity. 

Other terms and conditions

  • The subletting of meeting rooms or equipment or facilities is not permitted.
  • Any complaint about any services provided for a meeting or about the meeting room or any equipment provided must be notified in writing to us within fourteen days of your meeting.
  • Smoking is not permitted in any of our premises.
  • Permission to film or video events must be obtained in advance from us.
  • Food and drink must not be brought onto our premises for resale on the premises.
  • You are permitted to serve and consume alcohol provided you have our prior written consent and you have notified us when booking the meeting room.
  • Any food and beverage consumed within Workspace meeting rooms must be provided by the onsite café, where one is available.

Data Protection and Privacy

36. WML undertakes that, in performing its obligations, it shall comply with the provisions of the General Data Protection Regulations (‘GDPR’) and all other applicable laws relating to the processing of Personal Data as defined in the GDPR and, it shall only process personal data in accordance with, and as anticipated in, this Agreement, the Workspace Privacy Policy and the Meeting Rooms Privacy Notice both of which are available to review on the Workspace website.

37. WML collects and processes customers’ personal data to tailor our range of Services to meet the needs of individual customers and to undertake administrative activities in relation to the Services.  We will share relevant personal data with the Workspace third-party service provider of internet access and service desk support to facilitate your use of our Services.  We will only use your personal information for marketing if you have provided us with specific consent by opt-in to receive marketing from us or from our preferred third-party suppliers.

38. Please follow the link to our privacy notice for customers who book meeting rooms.

Changes to these terms and conditions

39. We reserve the right to change these terms and conditions from time to time.  Where possible we will give you reasonable notice of changes and the date they take effect.

Law and jurisdiction

40. Contracts for the booking of meeting rooms and/or equipment will be governed by the laws of England and Wales.  Any dispute arising from or relating to such contract shall be subject to the exclusive jurisdiction of the courts of England and Wales.




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